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start [2024/04/06 02:27] – [New IT projects] 219.74.164.135start [2025/02/16 03:09] (current) – [Integrated in HR suite] 129.126.238.50
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 ====== Webmaster Notes ====== ====== Webmaster Notes ======
 +
 +===== Sun 16 Feb 2025 =====
 +
 +Emergency contacts 3 options
 +  * Paper-based traditional system
 +  * Google Form and Sheet
 +  * Integrated in HR suite
 +
 +
 +==== Paper-based traditional system ====
 +
 +  * Staff is given Form and envelope with his/her name printed in front
 +  * Staff writes the emergency contact name and details, then seals the envelope, then returns to GA
 +  * All envelopes secured in safe or locked drawer
 +  * Envelope is opened in event of emergency
 +
 +
 +==== Google Form and Sheet ====
 +
 +  * Emails staff with Google Form url to request for info
 +  * Employee fillsform which auto populate into Google Sheet
 +  * Over time, employee can edit the info provided
 +  * Google Form url: 
 +  * Google Sheet url: 
 +
 +
 +==== Integrated in HR suite ====
 +
 +This feature is built into all HR/ Finance software suites. 
 +
 +Sample implementation: https://help.employmenthero.com/hc/en-sg/articles/360000956916-Manage-an-employee-s-emergency-contacts
 +
 +
 +===== Fri 14 Feb 2025 =====
 +
 +Jessie's access: Important to ensure Jessie's access to iutcapprc2023@gmail.com eventually.
 +
 +In the meantime, remember to Grant Jessie.certis@gmail.com Editor access to all forms and Google Sheets created.
 +
 +
 +==== Emergency Contacts ====
 +
 +P&C info provided by staff on who to inform in event of Emergency. This will be accessible only by Joseph and Lee Hong.
 +
 +
 +==== Pre-ILC ====
 +
 +Google Form created. Duplicated from 22REB. Ask Jessie to check whether to drop questions like appointment, etc
 +
 +
 +==== New 2025 Quotation ====
 +
 +Prepared in Google Forms to be sent.
 +
 +
 +
 +
 +===== Wed 5 Feb 2025 =====
 +
 +Brief - We need to keep a record of EMERGENCY Contacts - for Internal Staffs, thus could you do a mock up on G Form - I leave to you to design the 1st cut, and we can review it -need not by this week - Mid Feb be good = ie ready to go.
 +
 +I guess Jessie shall be or have - told you about the next REB - May - thus - need same form - May include a section - to include - Details of Travel Insurance (optional) - we can review it, once u done the 1st draft
 +
 +
 +
 +Questions about REB:
 +  * will it be the 22nd REB?
 +  * what are the dates and venue?
 +
 +
 +
 +===== Fri 24 May 2024 =====
 +
 +Joe presented the HR Digitalisation Project Slides and it was approved without questions
 +
 +Next step: Itemising requirements: must-haves vs good-to-have
 +
 +Project: Barcodes
 +  * Pending sample photos
 +
 +Project: Email list
 +  * Pending Database view
 +
 +
 +
 +===== Sat 18 May 2024 =====
 +
 +Project: Barcodes
 +
 +Project: Email list
 +
 +Project: HR As A Service
 +
 +
 +
 +===== Fri 19 Apr 2024 =====
 +
 +WinZip encryption keys:
 +  * 21REBMay2024 - for 21REB
 +
 +
 +===== Mon 4 Apr 2024 =====
 +
 +==== New IT projects ====
 +
 +=== Project C: Bar code readers ===
 +
 +Inventorise laptops and OS/Office software
 +
 +Laptops include: IBM/Lenovo ThinkPads, Acer and HP.
 +
 +Scan barcodes using mobile phone?
 +
 +
  
 ===== Thu 4 Apr 2024 ===== ===== Thu 4 Apr 2024 =====
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-=== Manage Emails ===+=== Project A: Manage Affiliates Email Addresses ===
  
 To propose a solution (preferably self-help) to manage or keep updated the different emails of affiliates and their key officers. To propose a solution (preferably self-help) to manage or keep updated the different emails of affiliates and their key officers.
  
-Initial thought: multi-pronged solution+== Option 1 (Preferred): Finetune and improve the current manual processes == 
 + 
 +You currently manually maintain a spreadsheet/database of these email addresses. We can look into finetuning the steps to streamline the process. 
 + 
 +  - Save current spreadsheet in Google Sheets 
 +  - In ituc-ap.org Outlook, send out 60+ mail-merge emails (one to each affiliate) 
 +    - request verify key members and email addresses 
 +    - requests to amend data should be via Google Form which will automatically append data in above Google Sheet 
 +  - Note the bounced emails and apply special handling 
 +    - note which email addresses are no long valid: contact others in affiliate or resort to phone contact 
 +    - if emailbox is full, consider retrying 
 + 
 +== Option 2: Harness existing software to help manage the process == 
 +  * Mailman mailing list software is available on the webhost to help "mass mail" all your affiliates and manage responses. Can also be used to send out your conference circular notices 
 +  * Google Form/LimeSurvey helps organise responses from affiliates for requests to amend contact email/phone numbers 
 + 
   * Create/Share a "database" where an automated email can be triggered to check that email addresses are still valid and correct, and to identify affiliates where data is missing.   * Create/Share a "database" where an automated email can be triggered to check that email addresses are still valid and correct, and to identify affiliates where data is missing.
     * every year, a month before a major email, send mail merge emails to each of the 62 affiliates to confirm their email addresses validity.      * every year, a month before a major email, send mail merge emails to each of the 62 affiliates to confirm their email addresses validity. 
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-=== Digitalise HR/Finance functions ===+=== Project B: Digitalise HR/Finance functions ===
  
-To propose a digital solution to manage ITUC-AP's HR functions such as leave application, etc.+To propose a digital solution to manage ITUC-AP's HR and Finance functions such as leave, claims, payroll, etc.
  
-Initial thought: HR As A Service+Given the very small number of staff (<20) involved, it is simply not feasible to set up an integrated HR-Payroll-Finance platform. It is not only expensive but also require very substantial commitment of staff time/resources to setup, configure and maintain any solution. 
 + 
 +If you need, I can go dig up some numbers for the above, in the coming fortnight. When did you say is your meeting to present this ? 
 + 
 +== Proposed solution == 
 + 
 +Engage a vendor to host a HR solution in the cloud.  The services available are: 
 +  * HR Hub: one-stop dashboard view 
 +    * Personal HR Information 
 +    * Company Information 
 +    * Visual Organisation Chart 
 +    * Employee Directory 
 +    * Shared Company Calendar 
 +    * Company News and Events Feed 
 +  * Leave management 
 +    * integrates with team calendar 
 +    * staff can request leave, check balance and accruals 
 +  * Claims 
 +    * streamlines staff claims processes 
 +  * Payroll 
 +    * integrates with leave and claims 
 +    * download monthly payroll reports 
 +    * download CPF submission files 
 + 
 + 
 + 
 +== Vendors available ==
  
 Focus on Swingvy: https://www.swingvy.com/sg/home Focus on Swingvy: https://www.swingvy.com/sg/home
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   * Cost estimate: $10-$15 per employee per month, i.e. <$5,000 per year for ITUC-AP   * Cost estimate: $10-$15 per employee per month, i.e. <$5,000 per year for ITUC-AP
   * PSG Grant funding: https://www.swingvy.com/sg/psg   * PSG Grant funding: https://www.swingvy.com/sg/psg
 +  * Swingvy review: https://www.payrollpanda.my/reviews/swingvy/  * 
 +  * Competitors
 +    * [[https://www.info-tech.com.sg/|Info-Tech HRMS]]
 +    * [[https://payboy.sg/|Payboy software]]
 +
 +
 ===== Wed 27 Mar 2024 ===== ===== Wed 27 Mar 2024 =====
  
start.1712370433.txt.gz · Last modified: 2024/04/06 02:27 by 219.74.164.135
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